LERD Training Conference

Synopsis: 2016 USDA FSIS Labor Employee Relations Division Training (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. The announcement constitutes the only solicitation. Quotes are being requested and a written solicitation will not be issued. (ii) This solicitation document is issued as a Request for Quote (RFQ). Under this requirement, the U.S. Department of Agriculture (USDA) Food Safety & Inspection Service (FSIS) intends to award a commercial firm fixed price Purchase Order contract. (iii) This RFQ is issued under FAR Part 13 - Simplified Acquisition Procedures. This requirement is to provide lodging for up to 11 attendees to its 2016 Labor Employee Relations Division Training. The hotel for lodging must be: - 1) in a safe area within three miles from USDA's South Building, located at 1400 Independence Ave, Washington, D.C. 20250; - 2) hotel must be listed FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master list found at www.usfa.fema.gov/hotel/search.cfm ; - 3) the hotel facility must also be compliant with the requirement of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.); - 4) located within a three block walking radius to restaurants and shopping; - 5) It is preferred that the hotel offer an on-site fitness center, and a full service restaurant with breakfast available ; - 6) room rates must at or below the Government per diem rate for Washington D.C.; - 7) Room amenities must include, but are not limited to TV with remote, coffee maker, refrigerator, telephone, iron and ironing board, hair dryer and available wireless internet services; - 8) USDA prefers that on-site parking be either free or at a reduced rate and provide transportation service to and from the airport; - 9) PART A: Hotel Lodging Day 1 (Monday, September 26th) - 11 sleeping rooms blocked Day 2 (Tuesday, September 27th) - 11 sleeping rooms blocked Day 3 (Wednesday, September 28th) - 11 sleeping rooms blocked - Day 4 (Thursday, September 29th) - 11 sleeping rooms blocked; PART B: Meeting Space All meeting space (including Ballroom, breakout rooms, registration area,) should be within close proximity of each other within the venue. Provide signage directing participants to breakout rooms, general sessions, etc. All verbiage for the signage will be provided by FSIS. Monday, September 26th Provide a secured room to store our conference materials and for FSIS to have a room for preparation of workshop materials. This room must accommodate 8 staff and must have desks/ tables to accommodate laptops. This room must be accessible 24 hours per day for the duration of the conference. Tuesday, September 27th Provide General Session meeting space (arranged without viewing obstructions) from 8:00 a.m. - 4:30 pm 9:00 a.m. to accommodate 30 people set classroom style or rounds. Provide standing podium on riser with microphone, two (2) LCD packages and two (2) screens that must be projected in the front of the room, as well as one (1) lavaliere microphone, two (2) handheld wireless mics, a mixer, speakers and stands, equalizer/compressor, and AMP Rack. AV services must be set-up for the General Session and breakout rooms prior to the 7 a.m. registration start time and be provided through 5:00 p.m. General Session and breakout room tables must include proper linens, ice water, glasses, writing pads and pens. Please note that the Government would accept a proposal that included using the same space for the 8 a.m. General Session and the breakout rooms if the vendor is able to divide the room for the 9 a.m. sessions with a partition. Under this arrangement, the Government would require that changeover of the rooms occur during the 9 a.m. break. Wednesday, September 28th Provide General Session meeting space (arranged without viewing obstructions) from 7:00 p.m. to 5:00 p.m. to accommodate 30 people set classroom style. Provide standing podium on riser with microphone, two (2) LCD packages and two (2) screens that must be projected in the front of the room, as well as one (1) lavaliere microphone, two (2) handheld wireless mics, a mixer, speakers and stands, equalizer/compressor, and AMP Rack. AV services must be set-up prior to the each day of meeting space. General session start time and be provided through 5:00 p.m. Thursday, September 29th Provide General Session meeting space (arranged without viewing obstructions) to accommodate 30 people set classroom style. Standing podium on riser with microphone. General Session meeting space should include ice water, glasses, writing pads and pens. PART C: ON-SITE SUPPORT The hotel must provide the following support: At least one point of contact for logistics. This POC must be available to communicate with Agency staff in the weeks prior to the event (in person or by telephone) regarding all aspects of the conference except AV Equipment needs. The POC must also be available during the conference. In addition, at least one point of contact for Audio Visual Equipment needs. This POC must be available to communicate with Agency staff in the weeks prior to the event (in person or by telephone) regarding AV Equipment needs. The POC must also be available during the conference. 10) In accordance with FAR 13.106-2(b) (3) the Government will evaluate Past Performance. Offerors must identify a past or current contract (Federal, State, Local Government, or commercial) for efforts similar to the USDA FSIS Student Employment Meeting requirement. Offerors shall include Past Performance information such as letters of recommendation, or customer evaluations indicating the quality of hotel and service from at least one source within the past year. The Government shall consider this information, as well as information obtained from any other source such as the Past Performance Information Retrieval System (PPIRS), when evaluating past performance; (iv) The applicable North American Classification System (NAICS) code is 721110, Hotels (except Casino Hotels) and Motels. The small business size standard is $ 32.5 million. (v) The awarded Purchase Order shall be for the full amount of 11 rooms for four days at the specified daily room rate including all applicable fees, gratuities, and service charges (the Federal Government is Tax Exempt), Meeting Room charges, and On-Site Support BUT (vi) The Government shall provide a final list of attendees and contractor shall bill the Government for only the actual room nights used versus reserved. USDA FSIS prefers that the rooms remain blocked until the September 26th start of its meeting. In addition, USDA FSIS must be provided with daily room block updates upon request, until the reservation cut off date; (vii) The Government intends to award a firm fixed price contract resulting from this combined synopsis/solicitation with the line items as shown below: 0001 Lodging Requirements 0001a Single Rooms, up to 44 room nights, Unit Price ______Total Price _$ _______; 0002 Any One Time Room Charges $ __________; 0002a Any one Time No Show Charge $__________; 0020b Any Late Check Out Charge up to 5:00 pm on September 29, 2016 __________; 0003 Total Meeting Room charges to meet the requirements specified for all days in part (iii) item 9) parts B above $___________; 0004 Total On Site Support charges to meet the requirements specified for all days in Part (iii) item 9) part C above $____________; and 0005 Total Price items 0001a, 0003, and 0004 $_______________. (viii) The period of performance is from September 26,2016 through September 29, 2016 with check out on September 30, 2016; (ix) USDA FSIS will provide a detailed room list identifying the room nights reserved and to be paid for under the Purchase Order contract one day prior to the first planned arrival. USDA FSIS will only pay for room nights identified on the Government provided detailed room list; (x) If the contractor holds a room and a participant does not occupy that room prior to 6:00 pm on the date of scheduled occupancy, the Government will be charged a no show fee for that day and remaining reservation days for that participant will be cancelled. The Government will not be charged by the contractor for the remaining days of that participant reservation. Please specify in your Quote any No Show fee; (xi) A block of up to 11 rooms are required for the following meeting dates; September 26, September 27, September 28, and September 29 with check out on September 30, 2016; (xii) Please state if offered rates may be made available to meeting participants for 2 days before and after the meeting dates specified in xi above. Please also state if any early check in or late check out accommodations are offered; (xiii) Please state if transportation service to and from airports is offered and specify any terms or price; (xiv) The Government will not execute any contract other than that with the facility or venue proposed to provide accommodations. Any offer from a source other than the hotel and lodging venue itself must include written evidence that the Offeror is currently authorized to submit binding proposals/quotes on behalf of the venue whose accommodations and/or facility are being offered. Offers that fail to provide such evidence shall be deemed technically unacceptable and will not be considered for award. Any offer which requires the Government to execute an agreement that renders a hotel or facility provider as a third party or for lodging/hotel accommodations that can not be provided at the Offerors facility shall be deemed technically unacceptable and will not be considered for award; (xv) The provision at FAR 52.212-1 Instruction to Offerors Commercial Items applies to this acquisition and is incorporated by reference. FAR 52.252-2 Evaluation-Commercial Items, applies to this acquisition and paragraph (a) is completed as follows: (xvi) A single award will be made to the responsible Offeror whose Quote conforms to the solicitation requirements and presents the lowest total price technically acceptable (LPTA) Quote, as determined by the evaluation criteria herein. The lowest total price will be the lowest Quoted total price correctly show for item 0005 (vii); (xvii) Quotes will be first be evaluated on an "acceptable" or "unacceptable" basis. In order to be considered acceptable, Quotes must meet or exceed all of the specifications shown in (iii); (xviii) Contract award will be made to the lowest evaluated (vii) CLIN 0005 total price. Total Price is more important that Past Performance. One time charges will be the deciding factor if total prices are equal, with zero CLIN 0002a and 0002b charges evaluated highest, and the lowest One Time price charges evaluated next best. If Offers still remain equally evaluated, then Best and Final Offers may be requested; (xix) Offerors must provide the Name, email, and phone number of the Point of Contact (POC) for their Offer, as well as descriptive and location information about their hotel facitlity, and the Offeror DUNS number, and registration in the System for Award Management (SAM) located at www.sam.gov. QUOTES MUST BE SUBMITTED VIA EMAIL NOT LATER THAN 12 NOON EST ON WEDNESDAY, SEPTEMBER 21, 2016 TO: Dwight.hill@fsis.usda.gov I. CONTRACT CLAUSES I.1 FAR 52.252-2CLAUSES INCORPORATED BY REFERENCE. (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): https://www.acquisition.gov (End of Clause) FAR Clause Title 52.212-4 Contract Terms and Conditions-Commercial Items (MAY 2015) INVOICE SUBMISSION (April 2013) INVOICE PROCESSING PLATFORM (IPP) Effective since May 6, 2013, payment requests must be submitted electronically through the U.S. Department of the Treasury's Invoice Processing Platform (IPP). "Payment Request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions-Commercial Items included in commercial item contracts. The IPP website address is: https://www.ipp.gov. The Contractor must use the IPP website to register, access and use IPP for submitting requests for payment. Contractor assistance with enrollment, UserIDs and Passwords can be obtained by contacting the IPP Helpdesk via email at IPP Customer Support Desk at 1-866-973-3131 or IPPCustomerSupport@fms.treas.gov. For all other IPP issues, please contact: National Finance Center's Controller Operations Division (COD) Helpdesk at 1-877-243-3072 or COD.HELP@usda.gov I.2 FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS-COMMERCIAL ITEMS (MAR 2016) (a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items: (1) 52.222-50, Combating Trafficking in Persons (Feb2009) (22U.S.C. 7104(g)). ___Alternate I (Aug2007) of 52.222-50 (22U.S.C. 7104(g)). (2) 52.233-3, Protest After Award (Aug1996) (31U.S.C.3553). (3) 52.233-4, Applicable Law for Breach of Contract Claim (Oct2004) (Pub.L.108-77, 108-78). (b) The Contractor shall comply with the FAR clauses in this paragraph(b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: [Contracting Officer check as appropriate.] _X (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (June2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.) _X_ (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul2013) (Pub. L. 109-282) (31 U.S.C. 6101 note). _X_ (5) 52.204-11, American Recoveryand Reinvestment Act-Reporting Requirements (Jul2010) (Pub. L. 111-5). _X_ (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Jul2013) (41 U.S.C. 2313). X__ (25) 52.219-28, Post Award Small Business Program Rerepresentation (Jul2013) (15U.S.C. 632(a)(2)). _X_ (29) 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Jan2014) (E.O.13126). _X_ (35) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec2010) (E.O. 13496). X__ (38) 52.223-15, Energy Efficiency in Energy-Consuming Products (Dec 2007) (42 U.S.C. 8259b). X__ (40) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug2011) (E.O. 13513). _X_ (41) 52.225-1, Buy American Act-Supplies (Feb2009) (41U.S.C.10a-10d). _X_ (50) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Jul2013) (31U.S.C.3332 _X_ (53) 52.239-1, Privacy or Security Safeguards (Aug1996) (5U.S.C.552a). _X_ 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Requirements (Nov2007) (41 U.S.C. 351, et seq